PA To The General Manager

Purpose of the Post

Efficient day to day administration of the affairs of the General Manager’s office and Deputy Manager by working at a high level of autonomy.

Provide comprehensive and efficient administrative services to the General Manager (GM) and Deputy General Manager (DGM)

as well as the administrative aspects of projects, committees, or association of which the GM/DGM is chair and/ or member as required.

Provide secretarial administration support to the GM/DGM/nominee, in assisting with the strategic development of service to meet the changing organisational needs.

Ensure timely and appropriate correspondence to and from the GM office is maintained.

Provide discretion and confidentiality in the execution of the post.

Principal Duties and Responsibilities

Principal Duties and Responsibilities

· Collaborate with the GM/DGM on a daily to establish and/ or revise the requirements of the day and future planning.

· Maintain a high level of organisation and administrative excellence and efficiency in the GM/ DGM office.

· Be responsible for day-to-day security of the work area, including fire and physical hazards.

· Deal appropriately, professionally and effectively with all communications, queries, and visitors to the GM office.

· Acting as a focal point for contact and ensuring welcoming / supportive interface with stakeholders

· Highlighting relevant matters as appropriate to ensure timely follow through

· Data Collection of activity i.e. LOS Database, OPD / IPDC performance and waiting lists

· Executive reports as required for IEHG, HSE, Acute Ops, National Programmes

· Ensuring statutory requirements are met with regard to timing of SLAs, MOUs, licence etc.

· Maintain a working knowledge of new legislation as necessary

· Responsibility for ensuring all actions are followed up post meetings

· Compile daily folder for attention, information and actions by GM or deputy.

· Manage equipment, stationary and stock for the office of the GM/ DGM.

Advance actions on correspondence received:

· Acknowledging correspondence and in the case of absence/ unavailability of the GM/DGM, follow through for action upon return.

· Disseminating correspondence as appropriate to Executive Management Team (EMT) and co-ordinate responses where required

· Prepare draft responses for review, modification and signed of and send accordingly.

· Have an understanding of this correspondence to ensure you can update GM/DGM as required/ received.

· Maintain robust system for responding to PQs and representations (Reps) from Public Representatives, DOH etc.

· Responsible for the monitoring and responding all PQs/Reps within timeframes.

· Draft responses on behalf of GM/DGM for approval.

· Assist GM/DGM and EMT in managing regulatory and compliance obligations placed on SCH.

· Ensure all appropriate information and circulars/memos are circulated to the relevant personnel and a process for maintaining same.

· Provide full secretarial support to the General Manager and Operations/Deputy Manager

Including:

· Point of contact for GM/DGM Offices

· Organise all meetings, prioritising, and reprioritising diary/ schedule of meetings according to requests, book and set up of meetings, booking and setting up of meeting rooms, catering arrangements and meet and greet external attendees.

· Manage GM/DGM correspondence dealing with emails and incoming post, and prioritising and routing as appropriate in a timely and efficient manner.

· Point of contact for GM office and screening of telephone calls, correspondence and visitors as required.

· Draft communications on behalf of GM/DGM

· Progressing incoming issues and concerns to the GM/DGM in a professional and confidential manner.

· Dealing with less complex matters directly ensuring urgent matters are brought to the attention of the GM/DGM.

· Manage GM/DGM diary and organising meetings and appointments.

· Ensuring all GM/DGM post is processed within an agreed timeframe.

· Coordinate internal diaries and meetings with other members of the Executive management team and external stakeholders.

Coordinate and provide administrative support for designated meetings as required by GM/ DGM including:

· Daily Operational Safety Huddle (DOSH)

· IHA Performance Meeting

· Executive Management Team (EMT)

· Energy and Green Committee

· Clinical Governance Committee

And any other meetings/ working groups which may be sent up on the direction of the GM/DGM.

Support will include the following tasks:

· Prepare Agenda

· Gather all documentation for review and onward circulation.

· Circulate meeting information in advance to agreed timeframes.

· Arrange and support presentations by consulting with presenters.

· Record minutes and actions from meetings.

· Type, proof, correct and amend the draft minutes following review of same by relevant person (s).

· Send meeting invites and organise Microsoft Teams links.

· Maintain updated lists of committee members and roles.

· Maintain updated Terms of Reference Documents for relevant Committees

· Coordinate and manage the actions, deadlines and responsibilities regarding minutes letters, email etc to ensure prompt ensure all are closed out efficiently

· File and maintain meeting documents in an effective, efficient, and secure manner.

· Collation of KPIs and updates in relation to the SCH Strategic plan implementation, review, update and circulate same to relevant personnel.

· Ensure all matters are kept up to date and acted upon accordingly by liaison with senior management team, heads of departments etc as required.

· Typing and email correspondence as required by the GM/ DGM.

· Manage specific projects/ work items on behalf of GM/DGM including complaints and compliments, according to national policy and locally agreed procedures for all.

· Track all PQs/Reps to ensure all are closed out efficiently and notify GM/DGM where there is likely to be a breach of deadlines in respect to above. Maintain accurate record of all and database of items.

· Support the development of executive reports as required for IHA, DOH, EMT, etc.

· Additional duties may be assigned from time to time as deemed necessary by the GM or DGM.

· The post holder will be required to undertake any other tasks/ duties or to attend relevant meetings as may be assigned by representative of the GM/ Deputy GM.

· This job description is not an exhaustive list of duties, and the post-holder may be required to undertake additional responsibilities.

The above Job Specification is not intended to be a comprehensive list of all duties involved and consequently, the post holder may be required to perform other duties as appropriate to the post which may be assigned to him / her from time to time and to contribute to the development of the post while in office.

Eligibility Criteria

Qualifications and/ or experience

This campaign is confined to staff who are currently employed by the HSE, TUSLA, other statutory health agencies*, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004 as per Workplace Relations Commission agreement -161867

* A list of ‘other statutory health agencies’ can be found:https://www.gov.ie/en/organisation-information/9c9c03-bodies-under-the-aegis-of-the-department-of-health/?referrer=http://www.health.gov.ie/about-us/agencies-health-bodies/

Candidates must have at the latest date of application: -

1. Professional Qualifications, Experience, etc

(a) Eligible applicants will be those who on the closing date for the competition:

(i) Have satisfactory experience as a Clerical Officer in the HSE, TUSLA, other statutory health agencies, or a body which provides services on behalf of the HSE under Section 38 of the Health Act 2004.

AND

(ii) Have obtained a pass (Grade D) in at least five subjects from the approved list of subjects in the Department of Education Leaving Certificate Examination, including Mathematics and English or Irisp . Candidates should have obtained at least Grade C on higher level papers in three subjects in that examination.

Or

(iii) Have completed a relevant examination at a comparable standard in any equivalent examination in another jurisdiction

AND

(iv) Hold a comparable and relevant third level qualification of at least level 6 on the National Qualifications Framework maintained by Qualifications and Quality Ireland, (QQI).

Note1 :

Candidates must achieve a pass in Ordinary or Higher level papers. A pass in a foundation level paper is not acceptable.

Candidates must have achieved these grades on the Leaving Certificate Established programme or the Leaving Certificate Vocational programme.

The Leaving Certification Applied Programme does not fulfil the eligibility criteria.

AND

(b) Candidates must possess the requisite knowledge and ability, including a high standard of suitability, for the proper discharge of the office.

2. Age

Age restriction shall only apply to a candidate where s/he is not classified as a new entrant (within the meaning of the Public Service Superannuation (Miscellaneous Provisions) Act, 2004). A candidate who is not classified as a new entrant must be under 65 years of age on the first day of the month in which the latest date for receiving completed application forms for the office occurs.

3. Health

Candidates for and any person holding the office must be fully competent and capable of undertaking the duties attached to the office and be in a state of health such as would indicate a reasonable prospect of ability to render regular and efficient service.

4. Character

Candidates for and any person holding the office must be of good character.

Post Specific Requirements

Candidates must demonstrate experience deemed necessary for safe and effective performance in the role.

Candidates must demonstrate knowledge/experience in supervising staff and knowledge of HSE policies relevant to position.

Other requirements specific to the post

Candidates must demonstrate flexibility in all aspects of their role.

Skills, competencies and/or knowledge

Professional Knowledge & Experience

· Demonstrates knowledge and experience relevant to the role as per the duties & responsibilities, eligibility criteria and post specific requirements of the role

· Maximise the use of ICT, demonstrating excellent computer skills particularly Microsoft Office, Outlook etc.

· Demonstrate the ability to work in line with relevant policies and procedures

· Demonstrate commitment to developing own professional knowledge and expertise

Planning and Managing Resources

· Demonstrate the ability to effectively plan and manage own workload and that of others in an effective and methodical manner within strict deadlines, ensuring deadlines are met

· The ability to manage deadlines and effectively handle multiple tasks

· The ability to manage within allocated resources and a capacity to respond to changes in a plan

· Maintains an awareness of value for money

Commitment to a Quality Service

· Demonstrate an awareness and appreciation of the service user and a strong commitment to providing a quality service

· Embraces and promotes the change agenda; demonstrates flexibility and initiative including the ability to adapt to and implement change

· Supports team through service improvement / change processes

Evaluating Information, Problem Solving & Decision Making

· Demonstrate numeracy skills, an ability to analyse and evaluate information and make effective decisions. Recognises when it is appropriate to refer decisions to a higher level of management

· Demonstrate initiative in the resolution of issues arising / problem solving and proactively develop new proposals and recommend solutions

· Makes decisions and solves problems in a timely manner before they accumulate

Team working

· Demonstrate the ability to work on own initiative as well as part of a team, promoting a positive team spirit

· Demonstrate leadership potential, the ability to manage the performance of others and support staff development

· Works as part of the team to establish a shared sense of purpose and unity

Communications & Interpersonal Skills

· Demonstrate excellent communication and interpersonal skills including the ability to present (verbal & written) information in a clear and concise manner

· Demonstrate the ability to influence people and events and the ability to build and maintain relationships with a variety of stakeholders

· Treats others with dignity and respect

Campaign Specific Selection Process

Ranking/Shortlisting / Interview

A ranking and or shortlisting exercise may be carried out on the basis of information supplied in your application form. The criteria for ranking and or shortlisting are based on the requirements of the post as outlined in the eligibility criteria and skills, competencies and/or knowledge section of this job specification. Therefore, it is very important that you think about your experience in light of those requirements.

Failure to include information regarding these requirements may result in you not being called forward to the next stage of the selection process.

Those successful at the ranking stage of this process (where applied) will be placed on an order of merit and will be called to interview in ‘bands’ depending on the service needs of the organisation.

Code of Practice

The Health Service Executive will run this campaign in compliance with the Code of Practice prepared by the Commission for Public Service Appointments (CPSA). The Code of Practice sets out how the core principles of probity, merit, equity and fairness might be applied on a principle basis. The Code also specifies the responsibilities placed on candidates, facilities for feedback to applicants on matters relating to their application when requested, and outlines procedures in relation to requests for a review of the recruitment and selection process and review in relation to allegations of a breach of the Code of Practice. Additional information on the HSE’s review process is available in the document posted with each vacancy entitled “Code of Practice, Information for Candidates”.

Codes of practice are published by the CPSA and are available on https://www.hse.ie/eng/staff/jobs in the document posted with each vacancy entitled “Code of Practice, Information for Candidates” or on https://www.cpsa.ie/.

The reform programme outlined for the Health Services may impact on this role and as structures change the job specification may be reviewed.

This job specification is a guide to the general range of duties assigned to the post holder. It is intended to be neither definitive nor restrictive and is subject to periodic review with the employee concerned.

Application form only, CVs will not be accepted for this positon